Microsoft Dynamics 365 Business Central sync setup guide – Support

This guide will walk you through setting up the sync with Microsoft Dynamics 365 Business Central (MSDBC). We sync with the cloud version of Microsoft Dynamics 365 Business Central, not the on-premise version or international version.

Note: A custom Enterprise price plan and guided implementation is required to sync with MSDBC. Please contact your Sales rep to schedule. If you don't have a Sales rep, please complete the form to set up a demo and get connected with a Sales rep.

Jump to:

Permission requirements
Install the Bill.com app for MSDBC
Initiate historic transactions
Set up accounting preferences in Bill.com
Connect the sync
Prepare your GL settings
Select sync preferences
Dimensions in MSDBC

Permission requirements

To install the Bill.com app from the Microsoft Dynamics 365 Business Central Marketplace and connect the sync, the MSDBC user must be in the Business Premium or Business Full Access User Groups, and will need the SUPER permission in Microsoft Dynamics 365 Business Central. The sync will not connect without these permissions.

Verify permissions in Microsoft Dynamics 365 Business Central:

Select the magnifying glass.
Search for Users.
Select Users.
Select the user that will be performing either actions.

Under User Groups, they'll need to be in the Business Premium or Business Full Access User Groups.

MSDBC permissions to sync - user group

Under User Permission Sets, they'll need the SUPER permission set.

MSDBC permissions to sync - SUPER

Install the Bill.com app for MSDBC

The app will:

Add additional fields to the entities that we will sync.
Automate web services.
Add a Bill.com payment method.

Install the app:

Select Setup & Extensions in Microsoft Dynamics Business Central.
Select Extensions.
Select Manage.
Select Extension Marketplace.
Enter Bill.com in the search bar.
Select Get it now for the Bill.com Accounts Payable Automation app.
Enter any missing profile information if prompted, then select the checkbox to give Microsoft permission to share your account information and agree to their terms of use and privacy policy, and select Continue.
Select Install.
Select Ok.
Close the Extension Installation box and the Extension Marketplace.
Refresh the Setup & Extensions page until you see the Bill.com app installed, about 5-10 minutes.

Do not attempt to connect the sync yet. You must Initiate historic transactions before you connect the sync. If you accidentally connect the sync before initiating historic transactions, please contact Customer Support.

You can check the status of the install in by following these steps in :

Select Setup & Extensions in Microsoft Dynamics Business Central.
Select Extensions.
Select Manage.
Select Deployment Status.

Initiate historic transactions

Initiate historic transactions in Microsoft Dynamics Business Central to allow your data to sync to Bill.com.

IMPORTANT: Do not skip this step and do not connect the sync until this is complete. If you accidentally connect the sync before initiating historic transactions, please contact Customer Support.

In Microsoft Dynamics Business Central:

Select the question mark.
Select Help & Support.
Select Inspect pages and data under Troubleshooting.
Select the magnifying glass in the top navigation bar.
Search for Bill.com Setup.
Select Bill.com Setup.
If Initiate Historic Transactions isn't set to Yes (to the right), toggle it on.
- You can verify what it’s set to in the Page Inspection section
Under Actions, select Initiate Historic Transactions.

Set up accounting preferences in Bill.com

Select Settings.
Select Preferences under Accounting.
Select edit.
Enable any applicable settings:
- Show Account Numbers
- Books Closed Date
- Use Departments
- Use Locations
- Use Classes
- Use Jobs
- Show Company Name in Customer Dropdown
  - Can be set to your preference as it won't affect the sync setup.
- Payment Term Preference on Bills
- Use Employees
- Use Items in Payables
- Vendor/Customer Sequence Id
  - Set to auto-numbering if you have vendor and customer sequencing on in MSDBC.
  - If you set to auto-numbering, we'll assign Vendor ID sequence numbers starting at 50000. You won't be able to assign a vendor ID number that's lower than 50000.
  - If you select manual, a manually entered vendor ID is required for vendors to sync.
- Vendor ID Sequence Number: will only appear if Vendor / Customer Sequence ID is set to auto-numbering.
  - Vendor numbers for vendors created in Bill.com will start with BDC (i.e. BDC-50000).
- Customer ID Sequence Number: will only appear if Vendor / Customer Sequence ID is set to auto-numbering.
  - Customer numbers for customers created in Bill.com will start with BDCust (i.e. BDCust-50000).
- Show Chart of Accounts on Bill and Invoice Items
- Show GL Posting Date on Bills and Invoices
Select Save.

Connect the sync

Be sure you have Initiated historic transactions before you connect the sync with the steps below. If you accidentally connect the sync before initiating historic transactions, please contact Customer Support.

In Bill.com:

Select Settings.
Select Setup under Sync.
Select Connect.

For Connection URL:
In Microsoft Dynamics Business Central, select the magnifying glass.
Search for Web Services.
Select Web Services.
Select the first url listed in the OData V4 URL column, for object type Page, to open the link in a new window.
In the new window, select Cancel on the sign in popup, then in the url address bar, copy the first part of url up to ODataV4/, including the forward slash. Don't try to copy and paste right from he list in MSDBC as it won't transfer correctly.
Paste the url in the Connection URL field in Bill.com sync login info.

For Username (this field is case-sensitive):
In Microsoft Dynamics Business Central, select the magnifying glass.
Search for Users.
Select Users.
Select a user with Business Premium full access.
Copy the User Name.
Paste the User Name into the Username field in Bill.com sync login info.

For Web Service Access Key (this field is case-sensitive):
On the user’s record you collected the User Name from in Microsoft Dynamics Business Central, zoom out on your browser until you can see the full access key on the Web Service Access Key field.
Copy the full access key, all the way up to and including the = sign.
- If there is no web services link URL, select the 3 dots next to Web Service Access Key, select Create a key, and be sure to select the option for the key to never expire. Use this new key in the next step.
Paste this in the Web Service Access Key field in Bill.com sync login info.
Select the magnifying glass.
Search for Companies.
Select Companies, then copy the company name (not the display name).
Paste this in the Company Name field in Bill.com sync login info - must be the exact company name (not display name) listed in MSDBC for the sync to connect.
Select Save.
Select Sync, then Sync Now.
- You’ll experience some sync errors, but those will clear once you set up sync preferences and sync again in the next sections.

Prepare your GL settings

To make sure transactions sync properly, there are a few things to complete in your GL settings.

Payment accounts

Update your payment GL accounts to Bank account type in Bill.com so they can be used for payments and sync preferences:

Select Settings.
Select Chart of Accounts under Accounting.
Select the cash GL account for your bank account - your Cash account will sync over as an Other Asset account.
Select edit
Update Type to Bank
- This won't update the GL in Microsoft Dynamics Business Central
Select Save
Repeat for all accounts you'd like to use for payments

Any time you add a new bank account in MSDBC, you’ll need to change the type to Bank in Bill.com before you can use it for payments.

Bill.com clearing accounts

Bill.com uses the Money In and Money Out Clearing GL Accounts to help with bank reconciliation. Because GL accounts only sync 1-way from MSDBC to Bill.com, you'll need to create these accounts in MSDBC.

Create 2 new GL accounts in MSDBC:

Select Chart of Accounts.
Select +New.
Enter the account info:
- Name: Bill.com Money In Clearing
- Enable Direct Posting
- Set Debit/Credit to Both

Repeat the steps above, naming the second account Bill.com Money Out Clearing.

MSDBC - clearing account details

Once you create the 2 new accounts, change them to Bank type in Bill.com:

Select Sync, then Sync Now to bring the new accounts over to Bill.com.
Select Settings.
Select Chart of Accounts under Accounting.
Select Bill.com Money In Clearing.
Select edit.
Change Type to Bank, and select Save.
Repeat for Bill.com Money Out Clearing.

Transaction Journals

Create the following new journals in Microsoft Dynamics Business Central so you can track Bill.com payments separately:

Payment Journal
1. Select the magnifying glass.
2. Search for Payment Journals.
3. Select Payment Journals.
4. Enter name BDC_PJ.
Cash Receipt Journal
1. Select the magnifying glass.
2. Search for Cash Receipt Journals.
3. Select Cash Receipt Journals.
4. Enter name BDC_CRJ.
General Journal
1. Select the magnifying glass.
2. Search for General Journals.
3. Select Payment Journals.
4. Enter name BDC_GJ.

You'll select these new journals when you complete sync preferences in the next section.

Select Sync Preferences

Select your sync preferences to be sure transactions and records sync the way you want. Make sure dimensions are enabled in Microsoft Dynamics Business Central

Select sync preferences:

Select Settings.
Select Preferences under Sync.
Select edit.
Assign the default accounts/locations you'd like to use for the following settings:
- Sync Automatically: Checking this box ensures that the sync is run at least once daily. However, the sync can always be run more often manually via the Sync Now button.
- Unallocated Expenses Account: If an expense account isn't specified on a bill, the account selected for this preference will serve as a catch-all in your accounting software, where you know to look for bills that need to be coded. Common accounts used include Ask my Accountant, Miscellaneous, Uncategorized Expense, or Other Expense.
  - Accepted account types: Expense, Other Expense
- Bill.com Money Out Clearing Account: For Accounts Payable, Bill.com uses the Money Out Clearing Account to help with bank reconciliation.
  - Assign the Bill.com Money Out Clearing account you created in Microsoft Dynamics Business Central.
  - Accepted account type: Bank
- Bill.com Money In Clearing Account: For Accounts Receivable, Bill.com uses the Money In Clearing Account to help with bank reconciliation.
  - Assign the appropriate Bill.com Money In Clearing account you created in Microsoft Dynamics Business Central.
  - Accepted account type: Bank
- Default Bank Account: When you mark a bill as paid outside of Bill.com, this preference serves as the default payment account.
  - Accepted account type: Bank
- Deposit To Account: This preference sets the default account for posting credit card and offline payments received in the accounting software. It's recommended that you select the Undeposited Funds account here so that payments are automatically grouped together in one account and available to be deposited in the future.
  - Accepted account types: Bank, Other Current Asset
- Vendor Posting Group: Enter the name of the Microsoft Dynamics Business Central vendor posting group that corresponds with the GL account you'd like Bill.com transactions to post to.
  - We can only sync to one vendor posting group.
- General Business Posting Group (Payables): Enter the name of the Microsoft Dynamics Business Central general business posting group that you'd like vendors created in Bill.com to sync to in Microsoft Dynamics Business Central.
  - All vendors in Microsoft Dynamics Business Central regardless of posting group will sync to Bill.com.
  - All vendors created in Bill.com will sync to this selected posting group in Microsoft Dynamics Business Central.
    - You can change their posting group in Microsoft Dynamics Business Central once they've synced over. Edits to these vendors in Bill.com won't update the posting group.
- Customer Posting Group: Enter the name of the Microsoft Dynamics Business Central customer posting group that corresponds with the GL account you'd like Bill.com transactions to post to.
  - We can only sync to one customer posting group.
- General Business Posting Group (Receivables): Enter the name of the Microsoft Dynamics Business Central general business posting group for Receivables that you'd like customers created in Bill.com to sync to in Microsoft Dynamics Business Central.
  - All customers created in Microsoft Dynamics Business Central regardless of posting group will sync to Bill.com.
  - All customers created in Bill.com will sync to this selected posting group in Microsoft Dynamics Business Central.
    - You can change their posting group in Microsoft Dynamics Business Central once they've synced over. Edits to these customers in Bill.com won't update the posting group.
- Dimensions: To find Dimensions in Microsoft Dynamics Business Central, select the magnifying glass > search for General Ledger Setup > scroll to Dimensions section. Must be a Shortcut Dimension Code, can’t be a Global Dimension. Enter the exact name of the dimension from MSDGP.
  
  For example, based on the sample image below, for the Department Dimension preference in Bill.com, you would enter Shortcut Dimension 1 exactly for that sync preference in Bill.com. Shortcut Dimension 3 would be for Employee Dimension, and so on.
  - Class Dimension: Enter the shortcut dimension code for the Microsoft Dynamics Business Central dimension you want to sync to the Class field in Bill.com.
  - Department Dimension: Enter the shortcut dimension code for the Microsoft Dynamics Business Central dimension you want to sync to the Department field in Bill.com.
  - Job Dimension: Enter the shortcut dimension code for the Microsoft Dynamics Business Central dimension you want to sync to the Job field in Bill.com.
  - Employee Dimension: Enter the shortcut dimension code for the Microsoft Dynamics Business Central dimension you want to sync to the Employee field in Bill.com.
- Payment Journal Name (Payables): Enter the name of the payment journal for Bill.com Payables payments to sync to.
  - To view Payment Journal name in Microsoft Dynamics Business Central, select the magnifying glass > search for Payment Journals > the Batch Name is the Payment Journal Name.
- Cash Receipt Journal (Receivables): Enter the name of the payment journal for Bill.com Receivables payments to sync to.
  - To view Cash Receipt Journal name in Microsoft Dynamics Business Central select the magnifying glass > search for Cash Receipt Journals > the Batch Name is the Cash Receipt Journal Name.
- General Journal Name: Enter the name of the general journal for Bill.com funds transfers to sync to.
  - To view General Journal name in Microsoft Dynamics Business Central, select the magnifying glass > search for General Journals > the Batch Name is the General Journal Name.
- GL Account for Bank Account XXXX: Select the GL account associated with the bank account listed in the preference name.
  - Accepted account type: Bank
- Master in case of conflict: These settings depend on workflow.
  - Make Microsoft Dynamics Business Central the default for all: AP/AR workflow is managed in Microsoft Dynamics Business Central.
  - Make Bill.com the master: AP/AR workflow is managed in Bill.com.
  - For vendors and customers, best practice is to keep MSDBC as the master so vendor and customer IDs sync properly.
  - Not sure? Keep the defaults.
  - These settings can be updated anytime.
Select Save.
Select Sync, then Sync Now.